Operations Assistant

3 weeks ago

Coventry, United Kingdom Warwick Arts Centre Full time

Warwick Arts Centre is looking for an experienced, passionate, inclusive, and collaborative Operations Assistant to join the team. We believe that the arts are an extraordinary source of wisdom, support, connection, understanding, joy, and inspiration for every one of us.

You will be an active member of the Operations team, responsible for maintaining our high standards of service to all visitors. You will undertake various duties to provide a wide range of services essential to the efficient day-to-day operations of Warwick Arts Centre, its staff, artists, and visitors.

Warwick Arts Centre is committed to creating an environment where everyone feels they belong, a place of fairness and equity and to be an organisation that reflects the diversity of its city. If this sounds like somewhere you would like to work, we would like to hear from you.

Our commitment to inclusion

Warwick is committed to building an organisation of mutual respect and dignity, promoting a welcoming, diverse, and inclusive working and learning environment. We recognise that everyone is different in a variety of visible and non-visible ways, and that those differences are to be recognised, respected, and valued. Where possible, we go beyond legislation to provide a place where everyone can thrive, supporting all staff to achieve their full potential. We aspire to remove economic, social, and cultural barriers that may otherwise prevent people from succeeding. We therefore welcome and encourage applications from all communities regardless of culture, background, age, disability, sex/gender, gender identity or expression, ethnicity, religion/belief, or sexual or romantic orientation.

Legal Responsibilities

  • To be responsible for opening and locking the building daily and providing general security cover for facilities and equipment.
  • To be responsible, as Duty Fire Officer, for the safety and, if necessary, evacuation of people in the building; to undertake systematic pre-use safety checks prior to allowing access to public areas; and to assist with the compliance of the conditions of all operating licences.
  • To deputise for the Duty Manager for periods at the start and end of each day, when left in sole charge of the building and to deal with problems and queries arising during these periods.

Event Management

  • To act as a point of contact and provide front-line customer service to all users of the Arts Centre, Music Centre, and Mead Gallery, including University staff, outside contacts and the general public.
  • To provide support to the Duty Managers by undertaking a range of duties, including obtaining and collating performance information from artists upon arrival and ensuring their requirements are met; checking and opening venues to the public; dealing with customer enquiries; assisting with disabled access to venues; and assisting the Duty Managers front of house during performances, to ensure the smooth running of all events.

Health and Safety and Security

  • To ensure the safety and security of Warwick Arts Centre and venues, specifically of the exhibits in the Gallery, to include notifying relevant staff of any changes in the condition of the work, unusual incidents, and technical problems.

Systems and processes

  • To monitor the Cinema schedule on a daily basis by reviewing the Theatre Management System to ensure there are no errors, including receipt of KDM, adverts, trailers, and films. To monitor the receipt and dispatch of films for the Cinema ensuring that they are received in time for public screenings.
  • To be fully conversant with the Box Office ticketing system in order to provide Box Office cover when required and retrieve information relating to seating layouts for venue preparation.
  • To use the Conferences booking system in order to interpret information for event set ups and extract information for other Arts Centre staff.
  • To be fully conversant in the use of specialist information systems, including the foyer display screens.

Administration

  • To prepare, collate and distribute weekly information documents for internal and external staff providing information regarding events, performances, timings, and venue heating requirements.
  • To provide a Stage Door reception service for artists, conference organisers, contractors, and staff, manage the receipt/dispatch of goods and manage record systems relating to these.
  • To produce appropriate signage communicating event changes to customers as required.
  • To monitor, forecast sales and order relevant stock, keys and first aid supplies.
  • To assist with the display of current marketing materials around the building.
  • To schedule, oversee and deliver all aspects of seating layout moves in the Butterworth Hall.
  • To prepare venues and equipment for use by clients and customers including the preparation of basic audio-visual apparatus and the provision and layout of furniture.
  • To liaise with the Estates department regarding maintenance work, report repairs and maintain records of this.
  • To manage the distribution of post and deliveries for Arts Centre staff and clients.
  • Undertake other responsibilities at a level appropriate to the post, as agreed with the House Manager.

General

  • To be an ambassador for WAC, it’s vision and mission, and to provide excellent customer experience to all staff, users and visitors.
  • To lead by example and identify and promote best practise and to undertake any training as required by the post.
  • To be a proactive, positive, willing and flexible member of the team supporting Warwick Arts Centre meet its objectives and vision.
  • To understand, adhere to and promote University of Warwick and Warwick Arts Centre policies and procedures.
  • To work as required unsociable hours including overnight, weekends, customary and statutory days.

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